Rules of processing of personal data and image

How we process your personal data and image – information obligation

Pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46 / EC (General Data Protection Regulation) (Dz. Urz. UE L 119, p. 1), hereinafter referred to as „GDPR”, below we inform you how we process your personal data in connection with the Polish-Swiss Forum for Health Dialogue event.

1. Scope of data: we process the following categories of your data: identification data (name, surname, company / institution / university name), contact details (e-mail address) and correspondence data (city).

2. Administrators: The administrators of your personal data are – depending on the grounds for data processing and the purposes of processing specified in point 4 below:

2.1. The Polish-Swiss Chamber of Commerce with its seat in Warsaw, Al. Niepodległości 18, 02-653 Warsaw, entered into the register of associations, other social and professional organizations, foundations and independent public health care institutions by the District Court for the Capital City of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under the number KRS 0000157319, NIP: 526 23 22 109, REGON: 013148758, e-mail: swisschamber@swisschamber.pl, tel. +48 22 322 76 25 (hereinafter referred to as the „Chamber” ).

2.2. The Embassy of Switzerland in Poland, located at Aleje Ujazdowskie 27, 00-540 Warsaw

2.3 Cool Company Limited Liability Company, with its registered office in Warsaw (01-682) at ul. Kiwerska 1A, entered into the register of entrepreneurs kept by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under the number KRS 0000627175, NIP 1182126522 REGON 364922855,

3. Contact with the data protection officer: You can contact the data protection officer of individual entities:

3.1. Polish – Swiss Chamber of Commerce: in electronic form to the e-mail address: swisschamber@swisschamber.pl

3.2. Embassy of Switzerland in Poland: in traditional form to Aleje Ujazdowskie 27, 00-540 Warsaw

3.3. Cool Company Sp. z o.o .: biuro@coolcompany.pl

Contact with the above-mentioned data protection officers takes place depending on the purpose of data processing and the entity that is the personal data administrator. In the case of the purpose of processing specified in point. 4.1. (i.e. data processing for the purposes of organizing an event), the data subject may contact any data protection officer, i.e. the Polish-Swiss Chamber of Commerce, Embassy of Switzerland in Poland, Cool Company Sp. z o.o.

4. Purposes and basis of processing:

Your personal data will be processed by the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company sp.z o.o.

for the purposes of:

4.1. application for participation in the Polish-Swiss Forum for Health Dialogue and participation in this event, including settlement of participation and organization of this event (legal basis: Article 6 (1) (b) of the GDPR), and for the specific purpose of processing Polish – Swiss Chamber of Commerce, Embassy of Switzerland in Poland and Cool Company Sp. z o.o. are joint controllers of personal data,

4.2. internal administrative purposes of the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company Sp. z o.o., including statistics and internal reporting of the Polish-Swiss Chamber of Commerce, Embassy of Switzerland in Poland and Cool Company Sp. z o.o., being the implementation of a legitimate interest (legal basis: Article 6 (1) (f) of the GDPR). In these cases each of the entities (Polish-Swiss Chamber of Commerce, Embassy of Switzerland in Poland and Cool Company Sp.z o.o.) is a separate data controller

4.3. If necessary, contact for information and organizational purposes related to the event, as well as for promotional purposes of the event and information after its end.

4.4. Archival evidence which is the implementation of the legitimate interest of the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company Sp. z o.o.,  also  securing information about the event of a legal need to prove facts (legal basis: Article 6 (1) (f) of the GDPR), In this case each of the entities (Polish-Swiss Chamber of Commerce, Embassy of Switzerland in Poland and Cool Company Sp. z oo) is a separate data administrator,

5. Recipients of data:

The recipient of your personal data may be:

5.1. Cool Company: entities authorized under the law, entities operating ICT systems and providing information tools, entities providing maintenance services, entities operating and maintaining an IT network,

5.2. The Polish-Swiss Chamber of Commerce and the Embassy of Switzerland in Poland: entities authorized under the law, entities operating ICT systems and providing information tools, entities providing maintenance services, entities operating and maintaining an IT network, companies: Roche Polska Sp. z o.o. and Novartis

6. Storage period:

Data processed for the purpose specified in point 4.1. will be processed until the claims related to the organization of the Polish-Swiss Forum for Health Dialogue are time-barred. Data processed on the basis of the consent may be processed for a period of 5 years, unless you withdraw your consent or it is determined that it has expired. Data processed on the basis of the legitimate interest of the data controller may be processed until the legitimate interests of the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company Sp. z o.o. constituting the basis for this processing  are secured or until you object to such processing.

7. Information on rights: you have the right to access your data and the right to rectify, delete, limit processing, the right to transfer data, the right to object to data processing, the right to withdraw consent at any time without giving a reason, without impact on lawfulness of processing based on consent before its withdrawal.

Requests for the implementation of individual rights should be reported to entities that are the data administrators, in accordance with point 4. If the data is processed for the purpose specified in point 4.1. requests can be submitted to the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company Sp. z o.o.

8. Right to complaint: you have the right to lodge a complaint with the President of the Personal Data Protection Office, if you believe that the processing of your personal data violates the provisions of the GDPR.

9. Right to object: you have the right to object to the processing of your data at any time based on the legitimate interest described above. Polish-Swiss Chamber of Commerce, Embassy of Switzerland in Poland and Cool Company Sp. z o.o. – depending on which entity is the data controller, they will cease to process your data for these purposes, unless they are able to demonstrate that there are valid legitimate grounds for this data that override your interests, rights and freedom, or the data will be necessary for them to possibly establish, assert or defend claims.

10. Your personal data is not subject to automated decision making, including profiling related to automated decision making.

11. Withdrawal of consent: You have the right to withdraw your consent at any time:

11.1. Polish – Swiss Chamber of Commerce: in electronic form to the address swisschamber@swisschamber.pl

11.2. Swiss Embassy: in the traditional form to the address Aleje Ujazdowskie 27, 00-540 Warsaw

11.3. Cool Company Sp. z o.o .: in electronic form to the following address: biuro@coolcompany.pl

without giving a reason and without affecting the lawfulness of the processing which was carried out on the basis of consent before its withdrawal. In the event of exercising this right, the Polish-Swiss Chamber of Commerce, the Embassy of Switzerland in Poland and Cool Company Sp. z o.o. will cease processing data for the purpose covered by the previously expressed consent.

12. Providing personal data is voluntary. Failure to provide the data will result in the inability to implement marketing activities and the inability to participate in the Polish-Swiss Forum for Health Dialogue

13. Rules for processing and using the participant’s image:

In connection with participation in the conference, photos and film recordings of the participants may be created.

14. By registering for the event, participants consent to the free use of their image recorded during the event (regardless of whether it will take place in the form of online or a traditional or hybrid meeting), for information and promotional purposes of the event and other purposes indicated in point 15, by the following institutions:

14.1. The Polish-Swiss Chamber of Commerce with its seat in Warsaw, Al. Niepodległości 18, 02-653 Warsaw, entered into the register of associations, other social and professional organizations, foundations and independent public health care institutions by the District Court for the Capital City of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under the number KRS 0000157319, NIP: 526 23 22 109, REGON: 013148758, e-mail: swisschamber@swisschamber.pl, tel. +48 22 322 76 25 (hereinafter referred to as the „Chamber” ).

14.2. The Embassy of Switzerland in Poland, located at Aleja Ujazdowskie 27, 00-540 Warsaw

14.3 Cool Company Sp. z o.o. with its registered office in Warsaw (01-682) at ul. Kiwerska 1A, entered into the Register of Entrepreneurs kept by the District Court for the capital city of Warsaw in Warsaw, XIII Commercial Division of the National Court Register under the number KRS 0000627175, NIP 1182126522 REGON 364922855,

15. The participant’s image, recorded during the event, may be used for the following purposes:

a) disseminating photos and publishing in the press, electronic media, in particular on the Internet, brochures, leaflets, newspapers.

b) using photos as part of promoting the event, regardless of the form of advertising materials or their size, recording technique and place of exhibition, as well as their quantity, circulation, preparation technique and method of distribution;

c) saving and reproducing in the memory of computers or sending via computer networks (including in particular using the Internet), placing or using in databases;

d) recording and reproduction using any technique, including printing, photographic plate, magnetic tape, digital printing, or any other known technique;

e) placing on the market, lending or renting the original or copies;

f) entering into computer memory and computer and / or multimedia network;

g) public performance, use, display, reproduction, broadcasting and rebroadcasting, as well as making it available to the public in such a way that everyone can have access to it.